SUMMARY OF POSITION-  This position is based out of our SF area office in Sausalito, CA.

The Operations Coordinator is a vital role in the agency’s ability to operate at the highest level of profitability and operational efficiency. This person will be integral in ensuring the smooth and effective operation of the company’s project management system (Procim) and supporting OBE’s employees operationally on a project basis and business level.

ESSENTIAL JOB FUNCTIONS

SOFTWARE AND INTRANET MANAGEMENT & MAINTENANCE (35%)

  • Responsible for maintaining the relationship with the providers
  • Serve as “go-to” contact for day-to-day system issues, such as hosting, response times, reports, etc.
  • Responsible for the overhead budget for the software system, including management, and maintenance
  • Plan, cost, and deliver properly approved system enhancements, when approved
  • Responsible for user license management, including creating new accounts, deleting old accounts, securing additional licenses, approvals management, etc.
  • Create schedule for and manage updates to Intranet
  • Responsible for updating budget structures and templates, as needed

TRAINING (10%)

  • Organize and run quarterly full-day orientation and training sessions for Procim system users
  • Host weekly Procim discussion forums and Q&A sessions for system users needing additional training
  • Provide department-specific training, as needed, such as PAF/SOW sessions for Account team, budget style guides for Producers, etc.
  • Provide troubleshooting and ad hoc training for specific user requests and queries as needed

REPORT PREPARATION & ANALYSIS (15%)

  • Provide the Leadership Team with weekly project timesheet analyses and bandwidth evaluations
  • Support key management personnel with core business analytics for ongoing reporting and analysis
  • Participate in business process management and modeling group efforts to collect and analyze metrics and continually improve processes owned by the group

PROJECT LEVEL SUPPORT (15%)

  • Build project budgets, as requested
  • Liaise with Finance and Production teams to ensure project POs are tracked and managed appropriately
  • Manage Vendor list, including project team reviews post-event, diversity status, and signed terms and conditions
  • Support project teams with expense reporting, as requested

WAREHOUSE OPERATIONS COORDINATION (15%)

  • Oversee management of warehouse operations
  • Work with project teams to appropriately bill for warehouse space rental
  • Liaise with Director, Business Operations to ensure warehouse POs are tracked and managed appropriately

DESIRED SKILLS AND EXPERIENCE 

EDUCATION

  • BA/BS in Business Administration, Finance or other applicable areas

EXPERIENCE

  • 1-3 years experience working in Financial & Budget management
  • Experience working in an operational role, agency experience preferred
  • Experience training other personnel on systems and procedures
  • Agency or similar client focused service business a plus
  • Exceptional track record of identifying and addressing problems, meeting deadlines, and operating within approved budgets
  • Experience working with project budgets, project tracking and scheduling, or other event management documentation software

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES  

  • Excellent organizational and analytical skills
  • Excellent interpersonal and written communication skills
  • Strong ability to manage priorities and commitments
  • Strong client/customer focus
  • Must be extremely detail oriented and accurate in work product
  • Highly developed Information Technology skillset, including proficiency in all Microsoft Office programs (including PowerPoint, Excel, Outlook, Word), Project Management software programs experience a strong plus
  • Excellent presentation skills, both verbal and written
  • Strong work ethic, integrity and positive attitude
  • Ability to work independently and as part of a team
  • Demonstrated ability to set priorities in the context of multiple simultaneous projects
  • Confidence, problem solving ability, analytical ability, and assertiveness

OTHER QUALITIES AND SKILLS

  • Ability to work in a fast-paced environments

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